Sage Library Consortium Cataloging-in-Publication MARC record conversion

What are CIP records? A Cataloging-in-Publication (CIP) record is created prior to publication of a book. Because of this, the data in the MARC record must be updated when imported into the library catalog, to reflect the actual item in hand.

Field 263 = CIP Record The presence of Field 263 identifies a MARC record as having been created prior to publication. =263 \\$a Projected Date of Publication. Always delete Field 263, leaving Field 264. Remove [brackets] from $c in 264 if present. Check copyright/publication data in record against front matter of book.

Update CIP Data: Field 245  Make sure the title in the 245 field matches the information on the title page. Check if $b subtitle or $h material type subfields need to be added.  Check the order of the authors in the statement of responsibility (245 $c). Remember changes here need to be carried over to the 700 fields if present.

Update CIP Data: Field 300 Complete the pagination, illustration, and dimension fields in the 300 field. Until the book was actually published, there was no way to know this information, so this field is always blank except for “p. cm.”. =300 \\$a [Number of Pages] : $b [Illustrations, etc. if present], $c [Shelf Height].

Other MARC data?  Add edition information (Field 250) if needed.  Add series information (Field 490/8xx) if applicable. Check prior entries in series and match series title (contents of 490).  If Field 504 is present, check that page numbers of bibliography are given.  Remove any subject headings (6xx) labeled with $2 BISAC (only used for retail shelving of books).

Field 040: Cataloging Source When converting a CIP record, you must also update Field 040 to acknowledge that you have made changes to the MARC formatting. Add $d to Field 040, followed by the OCLC or Sage system code for your library. A list of these codes can be found at this link or on the “Cataloging Support” main page of the staff wiki.at this link Example: =040 \\$a DLC $c DLC $d OXU (NOTE: This example uses OCLC code for Ontario Community Library. Check list for your code.)

Fixed Field Data: It will also be necessary to check the data in the fixed fields of the MARC record before completing the import. To view fixed field data, make sure the box marked “Flat-Text Editor” is unchecked. Note that each data element in the fixed fields has an identifier, e.g. Form, Part, Type, etc. Fixed fields, also known as the MARC leader, contain metadata about the catalog record itself. This metadata is important for system administration purposes.

Fixed Field Data:  In Elevl, remove “8” if present and leave space blank.  In Form, add “b” if Large Print, “q” if A/V material (if needed).  In Date2, add year from =264 \3 $c if not present. (If record contains 260 $c instead, use this as source of year.) For more information, see Fixed Fields Reference Guide on “Cataloging Support” main page in staff wiki.